REQUEST FOR PROPOSAL

DONATE LIFE TRANSPLANT GAMES

2018

DEADLINE FOR BID SUBMISSION: OCTOBER 1, 2015 5:00 P.M. EASTERN TIME

All questions regarding this process or requests for additional information should be directed to:

Bill Ryan Transplant Games of America

217 Grandville Avenue SW Suite 301

Grand Rapids, MI 49503 (616) 356-2331

(616) 356-2522 fax bill.ryan@ryanmarketinggroup.com

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REQUEST FOR PROPOSALS TO HOST THE DONATE LIFE TRANSPLANT GAMES

GENERAL INFORMATION

Objectives The Donate Life Transplant Games, produced by the Transplant Games of America (TGA), is a national, festival-style event for organ, eye, and tissue recipients as well as organ donors, donor families, and supporters. The purpose of the games is to raise awareness of the tremendous advances in the field of transplantation, the critical need for donors, and to recognize donors and their families. The Transplant Games of America follow a 22 year tradition and are held biennially. Athletes participate in up to twenty different sports as well as up to forty different events; however, the games are much more than an athletic competition. The event has become a significant reunion bringing together recipients, donor families, living donors, healthcare professionals, organ procurement organizations, family members, and friends. The games offer something for everyone. Some additional programs and activities held in conjunction with the games include:

5K Race/Walk for Organ, Eye, and Tissue Donation Awareness – A public event to support a national campaign to find more donors and save lives.

Donor Recognition Ceremony – Part of the Honors Program, a memorial tribute to recognize individuals who have made the selfless act of donation. This stirring event allows transplant athletes and others to honor donors and their families for their tremendous gifts.

Seminar/Workshop Program – Series of topical subjects designed to provide information, education, and support for individuals in all stages of the transplantation process. Includes grief counseling, adaptation, and wellness training.

TGA Village – A central focus of the Transplant Games of America includes the TGA village-a gathering place for athletes, donor families, and living donors to congregate and enjoy each other in a setting that is both relaxing and fun. The village includes an internet café, a lounge for kicking back and enjoying friends amidst sponsor exhibits, vendor booths, and pin trading area.

The Transplant Games include a variety of competitive events meant to challenge and draw interest from all transplant recipients. Like many of the festival events, including the Olympics, the Donate Life Transplant Games include events that are physically demanding. Transplant athletes compete for Gold, Silver, and Bronze medals within two divisions as well as competitive age groups ranging from as young as 2 years old with no upper age limit.

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The list of competitive medal events for 2016 are as follows: 5K Road Race Badminton Ballroom Dancing Basketball Bocce Bowling Cornhole Cycling Darts Golf Junior Olympiad Racquetball Swimming Table Tennis Tennis Texas Hold-em Poker Track & Field Trivia Challenge Volleyball Virtual Triathlon ** Transplant Games of America reserves the right to increase, decrease or change the mix of sports depending on local conditions and changes in the competitive environment. Below are some attendance statistics for the 2014 U.S. Transplant Games produced by the National Kidney Foundation:

Opening Ceremonies 7,000* Donor Families 634 Living Donor Athletes 84 Living Donors 124 Transplant Athletes 1,184 Transplant Professionals 172 Transplant Supporters 95

The estimated economic impact from this five-day event is valued at over $2.5 million in new dollars brought into the community by these visiting participants. NOTE: WE ESTIMATE THAT THESE NUMBERS WILL INCREASE BY 30% BY THE 2018 DONATE LIFE TRANSPLANT GAMES.

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SITE CRITERIA

Proposed Event Dates Proposed dates for the Donate Life Transplant Games should be no earlier than the last week of June and no later than the second week of August. The games are to be a total of 5-6 days in length depending on related special events. Although the schedule can be adjusted depending on competition venue availability, the preferred schedule would be Friday through Wednesday. Holiday weekends are acceptable but not preferred. When proposing dates and sites, you must include other major events scheduled in your area during the same time frame. Geographical Information The Transplant Games of America events are designed to provide travel opportunities for participants and attendees. The goal is to be diverse in that opportunity while attempting to be equitable in distributing the games around the country. At the same time it is important to keep in mind the expenses accrued for athletes and supporters traveling to distant locations. Please note that cities with geological elevations higher than 4,300 feet can present challenges for lung transplant recipients. Transportation A major airport with competitive service is required. Distance from airport to site, transportation arrangements, scope of services, and cost are all considerations in the bid process. A maximum time of twenty minutes from main venue to any other venue is ideal. Scope of service needs include motor coaches, para-transit, and staff car rentals as well as limo, taxi, and public transportation discounts. Accommodations It is desirable for an accommodation plan that places hotels, motels, and campus facilities as close together as possible and situated near main competition venues. RV and campground options should be included as well. Previous games have utilized 900-1200 rooms within the event block on peak nights. Typical room night usage pattern: Thu Fri Sat Sun Mon Tue Wed 07/26 07/27 07/28 07/29 07/30 07/31 08/01 150 750 900 900 900 750 600 Optimal housing costs would be in the $110-$160 range per room and consideration for room and/or special event rebate would be ideal along with complimentary breakfast. For on-campus housing, only suite/apartment style units will be considered. Please indicate the price range and room configuration for each residence and indicate whether the rate includes a campus meal plan. Depending on location and climate, air conditioning may be required. Linens and towels must be included. Please provide rate information along with included amenities such as Internet access, free local phone service, laundry facilities, etc.

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Proposals should include basic cost estimates for each type of housing (hotel & campus housing). TGA staff will negotiate specific rates for housing. Negotiated rates can include a rebate to TGA to subsidize transportation and special event services for participants. Teams may wish to maintain team meeting space and/or hospitality suites for the duration of the games. Each hotel should allocate two (2) complimentary meeting rooms for this purpose. Venues The location for The Transplant Games of America must be a desirable destination for participants and their families. The bid should provide detailed information on the location and surrounding areas to help educate the potential attendees and promote the destination. Sites for the games have typically been major universities with extensive sports facilities. However this is not required. Non-university settings (i.e. convention centers, resorts, sports complexes, etc.) that can provide the facilities needed as well as low-cost housing will be considered. The bid must include floor plans for each proposed facility. It is expected that all facilities will be air-conditioned. For medical reasons, it is required that all facilities provide or permit the use of donated water and/or electrolyte replacement beverages for athletes at no charge. Multiple competition venues at a single site are preferred. The site(s) must be Americans with Disabilities Act (ADA) compliant. The facilities should be of sufficient size that flexibility in scheduling events is possible. Competition venues should be available for practice prior to competition. In some cases, the games have hosted badminton, basketball, table tennis, cornhole and volleyball in a convention center space. Using this scenario, sport court tiles are set on the floor for the duration of the event. The space and equipment is repurposed each evening for the next day’s sport. A minimum of 100,000 square feet, column-free is necessary for competition courts and practice courts. The number of courts may vary but should include a minimum of ten (10) courts. Courts are high school regulation basketball courts (84’ x 50’), including six feet deep end lines and four feet wide side lines on the perimeter for safety run off (totaling 96’ x 58’ per court). Sport court may be assembled contiguously or as separate courts. Spacing between court areas must allow for athlete traffic without congestion. A minimum height from the floor to the lowest impairment or overhanging obstruction shall be no less than 34 feet. Column-free space is preferred; however, columns must be spaced far enough apart to accommodate individual court dimensions. The convention space needs to accommodate courts, portable bleacher and chair seating for a minimum of 1,000 spectators, medical station, tournament desks, and award areas. The size and complexity of the games require the active involvement of the host institution. In addition to use of physical facilities, the institution’s infrastructure-staff, transportation, and other services are necessary in order to successfully execute the games.

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If there is a cost associated with the use of site venues, the bid must include facility requirements (security, ushers, maintenance, etc.) along with related cost estimates for expenses of each proposed facility and indicate whether the facility is a union or non-union house. Sample rental agreements and rate sheets for all venues should be included with your proposal. Rate sheets should be complete including any related charges for internet access, accessories, room drops, parking, valet parking, resort fees, fitness center access, baggage handling & storage, shipping & receiving services, labor rules & regulations, utilities, cleaning, trash removal policies, gratuities, and insurance requirement. Facilities must have specific recycling policies and procedures in place. General Sports Information The following facilities and equipment will be necessary based on previous games. These facilities will be needed over the full course of the games, although events may not be running simultaneously. Events might require more than one venue available at a given time. When sporting equipment is not available from the facility, bid must identify sources through which equipment will be secured. BADMINTON A facility large enough for ten (10) to twelve (12) courts with necessary nets, poles and related equipment. Competitors will bring their own racquets. 3-ON 3 BASKETBALL Space for a minimum of ten (10) to twelve (12) half-courts; twelve (12) is preferred. Seating should be provided for a minimum of 1,000 spectators. BOWLING At least sixty (60) lanes in a single facility is optimal, but multiple facilities will be considered. Bid must identify distance from main competition venue, cost per game and fees for shoe rental. Computerized scoring is required. TEAM BOWLING A least fifty (50) lanes are needed. Please indicate distance from competition venues. CYCLING Preferably, the course should be twenty (20) kilometers (12.2miles). As a minimum requirement, the course should contain no more than five (5) loops which would approximate 4 km per loop. Automatic timing is required. Include any related costs for chip timing. It would be ideal for this event to be staged immediately following the 5K Road Race, on the same course, using the same timing system. The availability of bicycle rentals is preferred but not required Bike safety inspections are conducted on the day of the race and must be provided by a local racing authority. Shuttle driving distance more than 30 minutes, no more than three (3) miles for cyclist rideover. GOLF Two eighteen-hole courses are needed to be available for a “shotgun” start. Indicate distance from main competition venue. Golf carts must be available for participants. Include course scorecard with dimensions and provide slope parameters.

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TEAM GOLF An eighteen-hole course is required to be available for a “shotgun” start or assigned tee times. Please indicate distance from the main competition venue. Golf carts must be available for participants. Include course scorecard with dimensions and provide slope parameters. RACQUETBALL A facility is needed with a minimum of six (6) courts. ROAD RACE A five kilometer (3.1 mile) course. (Please submit description or outline of course with proposal). Automatic timing system is required. A flat road course that could also be used for cycling competition is preferred. Trails are prohibited. SWIMMING Twenty-Five (25) or fifty (50) meter (or yard), eight lane pool with fully automated timing is required. Seating for a minimum of 500 spectators. TABLE TENNIS Fifteen (15) tournament quality tables in a suitable competition venue needed. TENNIS Requires a minimum of ten (10) courts. TRACK AND FIELD For Track: Eight (8) lanes, 400m synthetic track with fully automated timing. Preferably two (2) long jump pits, one (1) high jump, starting blocks, shots (age group weights), relay batons, and covered seating for a minimum of 1000 spectators. For Field: Football or Soccer sized softball throw field, 300’ x 150’ or larger. VOLLEYBALL Requires a facility with a minimum of eight (8) courts; ten (10) is preferred with adequate space for spectators. Seating for a minimum of 1000 spectators. Other Requirements CLOSING CEREMONY 5,000 seat arena or stadium. Provide detailed description of equipment and services included in the rental, such as use of screens, staging, lights, power, meeting rooms. COFFEE HOUSE A meeting space is required to accommodate 500 people in rounds. Facility must provide or permit donated coffee, tea, pastries, and supplies for this function at no charge. DONOR RECOGNITION Appropriate auditorium with seating for a minimum of 3,000-4,000 is needed. CEREMONY This space should be appropriate for a memorial service.

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GAMES REGISTRATION Ballroom or Exhibit Hall space is needed with approximately 35,000 square feet & EXPO Expo area will need to accommodate up to fifty (50) 10’ x 10’ exhibit booths. Space must include capabilities for electrical and Internet connection. Outline any exhibitor/vendor restrictions. OPENING CEREMONY 10,000 seat arena or stadium is required. Provide a detailed description of all equipment and services included in the rental such as use of screens, staging, lights, power, and meeting space. QUILT-PINNING Meeting space needed to accommodate 500 people in rounds. Facility must CEREMONY provide or permit donated coffee, tea, and pastries for this function at no charge. TEAMS TAILGATE Indoor or outdoor space is desired for gathering location for 5,000 people near PARTY Opening Ceremonies venue. TGA VILLAGE Indoor space near main competition venue to be open during games for athletes, donor families, living donors, and immediate family members. Services include providing general information, competition results, messages, and a general lounge area. Message and results boards must be available. TRANSPLANTATION Conference facilities required for 150-250 person meeting with break-out UPDATE MEETINGS sessions. WORKSHOPS & Meeting space is desired for breakout sessions for approximately 1,000 people. SHARING SESSIONS Space for these sessions should be appropriate for bereaved families. YOUTH EXCURSION Activity or excursion required with proximity to competition venues for the purpose of entertaining approximately 200-300 children. Previous games have included science centers, zoo trips, and amusement parks. Food Services Concessions and/or food service is required near primary competition venues. Proposal should include list of food establishments in immediate area.

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Additional Bid Considerations Bids may include unique benefits and/or amenities that demonstrate additional support for the games in order to differentiate bid from competing cities and to strengthen the overall proposal. Below is a partial list of examples of items that are not required but are desirable: Complimentary hotel accommodations for site visits (up to 50)Complimentary secured back-of-house storage or workroom space 2,500-3,000 square feet with receiving services for materials being shipped (from 30 days prior to the event and 7 days after completion of the games) Complimentary meeting space during the event. Complimentary function space for team receptions, daily meetings, hospitality rooms, etc. Complimentary beverages, breakfast pastries, and/or snacks for volunteer check-in areas. Host “Team Manager’s Training Session” including complimentary sleeping rooms for up to 100 people for two (2) nights.

RESPONSIBILITIES OF THE LOCAL HOST

The Transplant Games of America in conjunction with the local host is responsible for overseeing and managing all aspects of the Donate Life Transplant Games. The local host assists and where appropriate, manages relevant activities of the games. To insure success, the TGA staff will work in concert with the local host to ensure appropriate resources to implement this multifaceted event from a national and local perspective. The local host will secure and enlist local resources to improve the quality of the games.

Specific areas where the local host is expected to assist:

Local Fundraising and community/corporate recruiting

Event management support (venues, transportation, housing, etc.)

Volunteer recruitment, coordination, and management

Local public relations and marketing

Medical Support

Local host activities (community events i.e., “Race/Walk for Donation, greeters, ambassadors)

The host will be expected to form a local organizing committee whose members will have expertise in each of the above areas. These volunteers should be solicited from, but not limited to, public relations and marketing organizations, civic and public organizations, organ procurement organizations, transplant centers and hospitals, sports medicine and sport therapy professionals, and local college and university groups. A roster of potential contacts that have agreed to support the event in this capacity should be included with your proposal.

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Host Partnerships

The local host will benefit from contacts and relationships established in developing the bid proposal to host the games. Previous bidders and hosts have forged relationships with local institutions, media professionals, government agencies, and convention and visitors bureaus which have provided visibility and support from within the community. The ability to attract various groups and organizations that can enhance the overall strength of the games will carry significant weight in the analysis of the bid. A critical factor in establishing local partnerships is the ability of the local host to bring the issue of organ donation to the forefront. A significant opportunity created by the Transplant Games of America is the ability to foster unique programs and initiatives to advance community goals and objectives in the areas of organ donation and transplantation. An important part of the decision to award the Transplant Games to a particular site is how well the games can be leveraged to further common goals in these areas. The relationship between The Transplant Games of America organization and the local host is a partnership which extends beyond the use of facilities and space. A significant commitment is required in all areas to ensure the success of the games and the proposal should reflect an understanding of the level of commitment from all local groups that will be associated with the games. The proposal should list committed institutional resources, support, and contact information.

Fund Development and Sponsorship

Managing and executing the Transplant Games of America involves a substantial financial fundraising commitment by the local host to cover operational costs. These costs are subsidized by contributions generated through local and national efforts in sponsorships, donations, and in-kind support. Locally hosts will be expected to develop sponsorships to help support and host the games. Transplant hospitals, organ procurement organizations, histocompatibility labs, as well as voluntary health organizations are all resources and most are members of the Organ Procurement and Transplantation Network (OPTN). These groups are likely to provide financial support and assistance in the area of public education about organ donation, transplantation, and the promotion of the donor registry in your area. A list of member organizations can be found at http://optn.transplant.hrsa.gov/members/search.asp. The ability of the local host to raise funds and secure sponsorships within the region is an important factor in the decision to award the bid. Firm pledges in writing are required at the signing of the Host Agreement. The Transplant Games of America will work closely with the local host’s fundraising committee to develop a strategic fundraising plan that will be utilized throughout the process to achieve the overall fundraising objectives. A bid fee will be required by the local organization selected to host future Transplant Games of America. This fee is used to cover annual administrative costs associated with maintaining participant databases and national sponsor relations. The bid fee, subject to submitting a proposal to host The Transplant Games of America and being selected as a future host, is $20,000. Fifty percent (50%) of this fee (or $10,000) will be due upon award of the bid; the remaining 50% is due to Transplant Games of America two months prior to the start of the games.

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The local host must commit to the following fund development and sponsorship plan:

1. A local fundraising goal of $ 500,000 is expected. This may include in-kind products and services that reduce the budgeted event expenses. A listing of all potential sponsors and funding sources should be provided, including a description of the projected financial commitment and methodology to approach each organization.

2. Identification of government and private foundation grants that may be available to support the

Transplant Games of America

3. A description and explanation of any non-volunteer human resource commitment pertaining to fundraising should be included. Identify and list all fundraising staff committed by local host and other groups participating in this project.

In Kind Donations: Services and Product There are many opportunities for local businesses and organizations to support the Transplant Games of America through in-kind donation of goods and services. Each community will have different resources available but the ability of a local host to identify local resources to offset game costs will weigh considerably in the bid evaluation. Specific examples might include:

Transportation Services

Medical Support (emergency support, supplies, facilities)

Copy Service

Portable bathroom facilities

Food & Beverage

Communications Equipment (hand-held radios, cell phones)

Computer and Internet Services

Entertainment Equipment (televisions, laptops)

Entertainment (talent)

Drayage & Décor (staging, signage, pipe & drape)

Facilities (hotel rooms, meeting rooms, arena use)

Athletic Supplies (equipment, awards) Local Event Manager The local host organization at its own expense is required to appoint a full time staff member to serve as the primary point of contact for the organization, administration, and management of the games.

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Local Organizing Committee The local host must create a local organizing committee (LOC) to assist the Transplant Games of America staff in managing and coordinating the Transplant Games of America. It is recommended that the committee include individuals responsible in the following areas:

Special Events

Marketing

Fundraising

Opening & Closing Ceremonies

Sports/Games

Athletes Village

Transportation

Housing

Media/Public Relations

Medical

Government Relations

Finance Sports Management Each sporting event in the games is managed by a Sports Director and a Site Manager. Sport Director Sport Directors are volunteers who have specific and extensive experience in managing events related to the sport for which they are responsible. Typically they are professionals in the direct field to which they are assigned. Ideally, these individuals have experience in previous transplant games and understand the unique nature of the experience for the athletes, their families, donors, and supporters. The Sport Director has overall responsibility for the administration of their sport. During preparation and planning for the games, the director works with the Site Manager to prepare the venue for the event and determine volunteer needs and responsibilities, works with the transplant games staff on event entries, develops and interprets the rules of the competition, and formats the competition to fit the space, time, and constraints of the venue. This would include bracketing, seeding, and anticipating officiating and volunteer needs as necessary. On site, the Sports Director manages the overall competition and medal presentations. Site Manager The Site Manager works with the Sport Directors and is critical to the success of the event. The Site Manager is responsible for all aspects of venue operations, including the following:

Venue Layout

Staffing & Security

Hours of Operation

Signage and Brackets

Field/Contest Marking

Event Personnel (announcers, sports officials, scorers, technical experts, etc.)

Game & Facility Equipment

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Volunteers A large and reliable volunteer organization is important to the success of the games. Many people will be needed, and the degree of their involvement will vary. Some volunteer requirements are minimal but others may be extensive throughout the games. The total on-site volunteer hour requirement can exceed 4,000 hours with upwards of 400 individuals working on over 1,000 different tasks related to the games and special events. Even more volunteer hours may be necessary for future games. Managing volunteer resources is a challenging task. Experience with major special events and managing a large corps of volunteers is necessary in attempting to recruit and train needed resources. Bidders must include in their proposal, with supporting evidence, information that demonstrates that they have been successful in recruiting and managing a volunteer team of the size and scope needed for the games and related activities. The Local Host must commit to the following volunteer expectations:

Identification of volunteer resources

Provide an individual who will serve on the local organizing committee to lead volunteer effort

Conduct volunteer recruitment, training, and management

Commitment to supply required number of volunteers

Identify meeting space for volunteer orientations

Conduct on-going volunteer orientations

Provide complimentary parking for event volunteers

Supply volunteer meals and/or set up voucher system Medical Support The proximity of a major hospital (preferably a transplant hospital) is required, as is the support and commitment of local health care professionals. The local medical effort should include outreach to the local medical institutions, sports medicine personnel (trainers, orthopedists, EMT, etc.), transplant physicians, surgeons and nurses, transplant coordinators, and/or the local Red Cross. Proposals should list committed representatives and contact information. Media and Public Relations The Transplant Games of America will receive significant attention from the local and national media. The ability of the local host to create interest, manage and leverage media opportunities will play a major role in the bid selection process. The Transplant Games of America staff will be responsible for creating and implementing a national media strategy and will be responsible for management of national and local press on site during the games and related activities. To assist in this effort, the following is required from the local host:

Appoint a Media/PR representative on the local organizing committee.

Enlist public relations and media organizations to volunteer support

Ensure local media coverage of the planning and execution of games and special events

Recruit local celebrities and public officials to be involved with the games

Provide complete list of local media contacts for major media outlets and representatives

Recruit and assign official games photographers and videographers

Assist Transplant Games of America with all on-site media activity

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Local Organ & Tissue Donor Awareness Campaign The overall mission of the Transplant Games of America is to increase organ and tissue donor awareness and to increase the number of individuals on designated donor lists. The local host, working with the community is required to devise and execute a campaign in conjunction with the games that incorporate local residents, schools, businesses as well as their employees and governments. The campaign must include a mechanism for measuring the success of the effort. VIP Involvement Involvement of local government, business and civic leaders is an important component of a successful Transplant Games of America event. Local celebrity involvement is also important especially for pre-event endorsements and on-site activities.

RFP BID REQUIREMENTS

If you would like to be considered as a site for the 2018 Donate Life Transplant Games, you must file a written “Notice of Intent” form. Completing this form does not obligate organizations or individuals in any way. The form allows the Transplant Games of America staff to evaluate the site or region serving as a potential host for the games. This will allow the staff to identify possible conflicting interests from the same area and/or eliminate any possible sites that may not be appropriate for the games prior to valuable resources being expended on either end. Questions regarding the Transplant Games of America or the bid process can be directed to:

Transplant Games of America 217 Grandville Avenue SW Suite 301 Grand Rapids, MI 49503 (616) 356-2331 (616) 356-2522 Fax bill.ryan@ryanmarketinggroup.com

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Notice of Intent To Submit a Bid for the

2018 Donate Life Transplant Games®

Please complete and fax this form and any supporting information to (616) 356-2522. Along with your “Notice of Intent” form, please submit a listing and a map of all proposed venues and a Meeting Planner Kit. The Transplant Games of America reserves the right to decline any intent or proposal at its sole discretion, for any reason.

Proposed City: ______________________________________________________ Main Venue: ______________________________________________________ ______________________________________________________ Tentative Dates: ______________________________________________________ Local Host Organization: ______________________________________________________ ______________________________________________________

Acknowledgments: please check the following

We have reviewed the Request for Proposal to host the Donate Life Transplant Games and our local host organization believes that our site is able to meet all specifications as outlined.

We are aware of the bid fee requirements should we be selected to host a future Donate Life Transplant Games

Individual Responsible For Bid Preparation: ___________________________________ (Name, Address, Phone and email) ___________________________________

___________________________________ ___________________________________

Signature: ____________________________________ Date: ___________________

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Proposal Checklist Cover Letter

Summary/Overview of Host Institution, Host Venue, and destination city

Confirmation that Host will meet all RFP specifications and requirements, or provide detailed list of exceptions

Advantages and potential challenges of site

List of references for Host Institution and Host Venue

Responsibilities of Local Host

Potential Volunteer Local Organizing Committee Members

Public Relations and Marketing

Event Management Support

Volunteer Management

Medical Support

Local Host Activities (5K Race/Walk, local trips, local greeters and ambassadors)

Fundraising and Community/Corporate Recruitment Host Institution Partnership

List committed institutional resources, support, and contacts Local Host Partnerships

Outreach to various local entities and organizations

Organ donation awareness events and plans Fund Development and Sponsorship

Commitment of the Local Host to raise funds and secure sponsorships

Research and apply for government and private foundation grants

Professional Fund-raising support

Ability of local host to identify and secure additional local resources to offset costs Human Resources

Local event manager identified

Sports site managers

Officials

Volunteer coordinator identified

Volunteer recruiting plan

Volunteer data base

Commitment and documentation to provide up to 4,000 of volunteer support

Meeting space for volunteer orientations

Free volunteer parking Medical Services

Proximity of major hospital (preferably a transplant hospital)

Support and commitment of local health care professionals

Local medical committee

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Proposal Checklist

Media and Public Relations

Willingness to collaborate with national efforts to leverage media opportunities

Volunteer support of public relations and marketing groups

Local media access

Local celebrities, public figures, local sports team mascots

Contact list for major media Local Organ and Tissue Donor Awareness Campaign

Concept

Measurement tools Site Criteria

Dates identified for 2018 Donate Life Transplant Games

Identify local event conflicts Transportation

Major airport with competitive air services

Airline or destination management company

Scope of services-staff car rentals, motor coaches, limos, taxis, para-transit capabilities Venues

Desirable destination for participants and their families

Single competition venue

Chart of distances between venues and available lodging sources

Alternative venues

Venue costs, sample agreements, floor plans, rate sheets

Availability of sport equipment

Insurance requirements

Tourism information for location and surrounding areas Accommodations

Single off-campus and single on-campus cluster availability

Number of available rooms

Chart of distances to competition venues

Lodging price ranges

Housing bureau/reservation services

Complimentary breakfast

Complimentary function space

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Proposal Checklist

Food Service

Price ranges of available food options

Food service hours

Special event vendor policies Additional Considerations

Host Team Managers’ Meetings

Complimentary sleeping rooms

Complimentary secure back-of-house storage workroom space

Complimentary secure storage space-post event

Complimentary office/work space

Complimentary meeting space during event

Complimentary function space for team receptions, nightly meetings, hospitality rooms, etc.

Complimentary beverages, breakfast pastries and/or snacks for volunteer check-in areas